Export / Sync
Push approved transactions to QuickBooks Online. Nothing unapproved is ever sent.
Dashboard
Every client at a glance — open items, close status and month-to-date cost.
Coming soon
This screen is part of the LedgerBoss rebuild and is being built in a later phase. The navigation reflects the full target layout so the workflow is visible end to end.
Upload Statement
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New Tax Return
Upload a client's filed return (Form 1120, 1120-S, 1065, or Schedule C — scanned PDFs are OCR'd) to generate a formatted P&L and Balance Sheet. SSNs and EINs are stripped before analysis; the raw return is deleted once processing completes.
Tax Returns
Filed returns → formatted financial statements.
| Uploaded | Form | Year | Status | Net income | Balance | |
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IRS Notices
Upload a notice → the tool identifies it, computes the deadline, and drafts the response package. Every draft is reviewed by Jen, then approved by Jon Gitman, CPA, before anything is sent. Unreadable items are flagged with a page reference — never guessed.
| Uploaded | Notice | Year | Amount | Deadline | Mail by | Status | Workflow | |
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GL Compare
Compare two General Ledger exports (QBO vs Desktop, two Desktop files, accountant's copy vs client's…) and see what's in one but missing from the other, month by month. Read-only — nothing is ever written to QuickBooks.
New comparison
Export both General Ledgers for the same date range. "Missing" always means missing relative to the Source of truth.
Saved comparisons
| Files | Source of truth | Files updated | Last run | |
|---|---|---|---|---|
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Jobs
statements move queued → detecting → tokenizing → categorizing → done
| Statement | Uploaded | Status | Transactions | |
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Review Transactions
Financial Review
A client-ready one-pager: the month's numbers plus 3–5 observations. Built from categorized data.
KPI Dashboard
Tracked metrics for the period.
Budget vs. Actual
Set budgets per account; variance is computed against actual spend.
| Account | Budget | Actual | Variance | % | |
|---|---|---|---|---|---|
| Set a budget to see variance. | |||||
Cash-Flow Forecast
Rolling 13-week projection from the recent run-rate.
Anomaly / Flux
Period-over-period category swings and spend concentration.
Month-End Close
Structured close workflow — categorization feeds a task checklist with progress tracking and a period lock. No spreadsheets.
Statements
Every statement must balance: opening balance + every line = closing balance. One that doesn't is missing a line (or has one twice), so it can't be exported until it's fixed.
Bank feeds
Connect a client's bank once and new transactions arrive about once a day — no statement to chase. They go through the same redaction, categorizing, duplicate check and approval as an uploaded statement.
Autopilot
By default you approve everything. When a payee has been categorized the same way many times with no mistakes, LedgerBoss suggests approving those on its own — small amounts only, every one undoable for 7 days. You decide; one correction and it comes straight back to you.
Review by payee
Everything waiting for approval, one line per payee. Check the category, then book the whole group in one click. Possible duplicates and payments to check are kept out — they need a closer look.
Transfers
Money moved between this client's own accounts — a card payment, a move to savings. Each shows on two statements; match them once and both rows are booked to the other account, and the QuickBooks file (IIF or CSV) posts the transfer only once.
Changes
Everything that changed in this client's books — who or what changed it, and when. A single change can be undone while nothing has changed it again since; the undo is added to the list, nothing is erased.
Payment checks
Payments that are out of pattern for the payee — a price that went up more than 10%, an unusual amount, or a first big payment. Each one waits for you; none is approved automatically.
Catch-up
For a client who is months behind: what's missing, a fee range from the real volume (every assumption written down), your fee, and progress month by month — oldest first.
1099s
Who will need a 1099 from this client, and whose W-9 you still need. Get W-9s in October, not January.
Test the AI
Re-do a month you already closed, using only what LedgerBoss knew before that month started, and compare every row you checked yourself with what you booked. Nothing in your books changes.
Client Communication
Who's waiting on whom, every open ask, and every reminder email — with what really happened to it.
Reconciliation
Import bank lines — they auto-match to categorized transactions. You review only the exceptions.
Import bank lines
Bank lines
| Date | Amount | Description | State | |
|---|---|---|---|---|
| Select a client, then import bank lines. | ||||
CAM Reconciliation
Reconcile Common Area Maintenance for a commercial property: build the recoverable expense pool, allocate each tenant's pro-rata share, then true up their estimates against the actual year. All math is deterministic — you review and approve.
Payroll
Record the payroll your clients run in Gusto, ADP, or QuickBooks Payroll: import the register totals, map each line to a GL account, and post a balanced journal entry — then export to QuickBooks. Every figure is calculated deterministically; no wages, SSNs, or bank details ever leave the app to an AI.
Across your clients
👉 Click a client below to record their payroll — import the register, map it once (remembered next time), and post a balanced entry to QuickBooks. This board shows each client's latest run so a pay date never slips past unposted.
| Client | Last pay date | Gross | Net | Status | |
|---|---|---|---|---|---|
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Receipts
Documentation clients attached through the portal, matched to the transaction it belongs to. Click a row to open its statement.
| Received | Payee | Txn date | Amount | Category | Note / receipt |
|---|---|---|---|---|---|
| Select a client to view receipts. | |||||
General Ledger
Account register from posted journal entries, with a running balance.
| Account | Date | Memo | Debit | Credit | Balance |
|---|---|---|---|---|---|
| Select a client to view its ledger. | |||||
Trial Balance
Debit/credit totals per account. Always ties out — every journal entry is balanced.
| Account | Debit | Credit | Balance |
|---|---|---|---|
| Select a client to view its trial balance. | |||
Profit & Loss
From the approved books, by this client's chart of accounts. Rows not approved yet aren't in it.
Balance Sheet
Cash and credit cards from their statements; everything else from the books, starting at the opening balances below.
Cash Flow
Where the bank cash came from and went, from the approved bank lines — running the business, equipment, loans and the owner. Credit-card charges aren't cash until the card is paid from the bank; moves between this client's own bank accounts aren't counted.
Claude connector
Ask about your clients' books from Claude.ai, Claude Desktop or Claude Code. Read only — it can't change anything. Names never leave LedgerBoss: clients show as codes and payees as codes like VENDOR_001, every answer is checked and blocked if a name slips through, and every question is in the audit log.
Get started
Connect the bank, bring in QuickBooks, then ask. The AI sorts every transaction as it arrives, learns from what you approve and correct, and anything it isn't sure of waits for you.
Classes
Locations, jobs, properties or departments — QuickBooks "classes". Put a class on rows in Transactions (one row, or every row shown), or have a rule set it. The P&L can then show a column per class, and the QuickBooks Desktop export carries it. Use the same names as in QuickBooks; "Parent:Child" makes a sub-class.
Multi-company
Several clients on one P&L, balance sheet or cash flow: a column for each company and a combined total. Each column is that client's own report and the combined column adds them up. Money moved or lent between these companies isn't removed, so it shows on both sides.
Schedules
Straight-line accruals, prepaids, deferred revenue and amortization. Each period posts as a balanced journal entry — GAAP-ready, no spreadsheets.
New schedule
Schedules
Chart of Accounts
Select a client to manage its chart of accounts.
| Code | Name | Type | Group | Tag | Status | |
|---|---|---|---|---|---|---|
| Select a client to view its chart of accounts. | ||||||
Merge two categories
Two accounts that mean the same thing — or an account QuickBooks renamed (re-import the chart, then merge the old name into the new one). Every row, rule, hint, journal line and budget moves; the old account is archived. Closed months keep the old name. Only the owner can merge.
Transactions
Client-wide ledger across every statement.
Rules
Deterministic categorization — a matching rule fills the GL and clears review before anything reaches the AI. Evaluated by priority (low first); first match wins.
Add a rule
Optional. Example: “Stripe”, money in → Sales, and a second rule “Stripe”, money out → Merchant Fees. Amounts ignore the sign.
Notes the AI follows
How this client's books are kept, in your words — one note per line. They go to the AI with every statement, names replaced by tokens like the statement itself. A rule still wins over a note.
Start from QuickBooks history
For a new client: upload last year's General Ledger export from QuickBooks (.xlsx or .csv). Payees booked to one category nearly every time become suggested rules — you pick which to keep. Nothing is sent to the AI and the file isn't kept.
Active rules
Journal Entries
Client Portal Links
Stuck on a transaction? Generate a secure link to ask the client directly — "what was this $412 charge?" or "please upload the receipt." Pick a completed statement below, check the transactions you have questions about, then create a link to send them. Links expire automatically after 72 hours, and their answers show up right here in Review.
Active + past links
Vendor Deny-List
Protect a confidential vendor
For the client selected in the sidebar.
Protected vendors · selected client
Merge two payees
The same payee under two names ("HOME DEPOT #4521" and "Home Depot"). Their rows become one payee — one history for the AI, one total for 1099s. Its W-9, rules and 1099 flag come along. Closed months keep the old name. Only the owner can merge.
How redaction works
A protected vendor's name is swapped for a token like VENDOR·A before any statement text reaches the LLM. The bookkeeper still sees the real name in Review (it never leaves the Worker). GL + 1099 settings persist across every future statement for this client.
Settings
Anthropic API Key
Used for AI categorization. Stored encrypted — never logged or exposed. Write-only: the value can be replaced but never read back.
QuickBooks app keys · owner only
Connects LedgerBoss to your Intuit developer app so clients can link their QuickBooks. Create a free app at developer.intuit.com, add as a Redirect URI, then paste the Client ID + Secret here. Stored encrypted, write-only — same as the API key above. After saving, use Connect QuickBooks on the Sync screen per client.
Client emails · reminders that really go out
LedgerBoss can email a client their open requests, then remind them on day 3 and day 7. Nothing is sent until the owner approves each message below and switches sending on. Replies go to your inbox, and every email has a one-click "stop reminders" link for the client. Each client is set to Manual, Automatic or Off on its Client Communication page.
Known names · per client · never sent to the AI
Names and numbers LedgerBoss must never send to the AI: owners, officers, employees, a DBA, account or card numbers, a phone or address. They are swapped for tokens before anything leaves, and any request that still contains one is blocked. The client's name, email and protected vendors are added automatically. If an upload shows blocked before AI, add the value here, then reprocess it.
Default categorization model
Claude model used for new uploads unless overridden per-upload. Rates are $ per million tokens (input / output).
Chart of Accounts · per client
Upload the selected client's QuickBooks Chart of Accounts — a .iif account-list export or a .csv (Name / Type columns). LedgerBoss steers AI categorization toward these real accounts and validates the QuickBooks Desktop (IIF) export against them. Without a loaded COA, Desktop export drops every transaction.